Adverse Weather Plan November 6, 2017
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TABLE OF CONTENTS Table of Contents...3 Section 1: Plan Fundamentals Purpose...4 Scope...4 Laws and Authorities...4 Situation Overview...5 Planning Assumptions...5 Section 2: Concept of Operations Introduction...6 Objectives...6 Plan Operation...6 Emergency Operations Center...7 Section 3: Assignment of Responsibilities Emergency Preparedness Office...8 Senior Director Environmental Health & Public Safety...8 Marketing and Media...9 Section 4: Direction, Control, and Coordination National Incident Management System (NIMS)... 10 Incident Command System... 10 Section 5: Communication During and After the Emergency... 11 ATTACHMENTS 1 Major Events List 2 Severe Weather-Tornadoes & Thunderstorms 3 Adverse Winter Weather Procedures and Announcements 4 Adverse Weather Planning Considerations Checklist 3
Section 1: Plan Fundamentals 1.1 Purpose: A) The Adverse Weather Plan provides general guidance, organizational structure and specific direction on preparedness, response and communication for severe weather emergencies. It is critical that we are prepared for potential events to protect the Purdue community. The plan also provides basic procedures, resources, and guidance in preventing, preparing, and responding to severe weather events. B) The plan identifies departments and individuals that are directly responsible and accountable for emergency response and critical support services. It also provides a structure for coordinating and deploying essential resources. C) At Purdue University, planning ahead for emergencies is part of normal business and campus life, and all members of the campus community share a responsibility for preparedness. An emergency can strike anytime or anywhere and may affect everyone. 1.2 Scope: A) The resources and strategies outlined in this plan are designed to give assistance to students, faculty and staff at the Purdue University West Lafayette campus. 1.3 Laws and Authorities: A) Public Law: 1) Homeland Security Presidential Directive (HSPD) 5, February 28, 2003, Management of Domestic Incidents 2) Federal Civil Defense Act of 1950, as amended Public Law 920-81st Congress (50 USC App. 2251-2297) 3) Disaster Relief Act of 1974: Public law 93-288 4) Emergency Planning and Community Right to Know Act (EPCRA) 5) Robert T. Stafford Disaster Relief and Emergency Assistance Act, PL 106-390, as amended (USC Title 42, The Public Health and Welfare Chapter 68, Disaster Relief), 2000 6) The Disaster Mitigation Act of 2000 (DMA 2000) (P.L. 106-390) 7) The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14, 2008, and reauthorizes the Higher Education Act of 1965, as amended (HEA). B) Indiana Statutes: 1) IC 10-14-2, Chapter 2, Emergency Related Duties of Department of Homeland Security 2) IC 10-14-4, Chapter 4, State Disaster Relief Fund 4
3) IC 10-14-5, Chapter 5, Emergency Management Assistance Compact 4) IC 10-14-6, Chapter 6, Interstate Emergency Management and Disaster Compact C) University Executive Memoranda: 1) Environmental Health and Safety Compliance: http://www.purdue.edu/policies/facilities-safety/iva4.html 2) Adverse Weather Conditions: http://www.purdue.edu/policies/facilities-safety/iva6.html 1.4 Situation Overview West Lafayette Campus A) Purdue University is located in West Lafayette, IN (Tippecanoe County). According to the current census, the population of Tippecanoe County is over 167,900 people highest concentration live in West Lafayette/Lafayette cities, including Purdue s campus. 1) Purdue s system-wide enrollment is over 70,000 students; however, this plan is designed for the West Lafayette campus which has an enrollment of 41,573 students (Fall 2017) from 50 states and 122 countries (9,133 who are international students). 2) There are 16,898 faculty and staff members at the West Lafayette campus. B) The West Lafayette campus is a community of over 50,000 faculty, staff, and students. 1.5 Planning Assumptions: A) A severe weather event could strike at any time of year. B) Severe weather event may require cooperation/coordination of internal and external departments, organizations, and agencies to include, university, city, county, state, and federal entities. C) Local, state, and federal services may not be available. D) Basic services, including electricity, water, natural gas, heat, telecommunications, and other information systems may be interrupted. E) Buildings and other structures may be damaged. F) Normal suppliers may not be able to deliver goods. G) Students, faculty and staff may not be able to travel to or leave the University. 5
Section 2: Concept of Operations 2.1 Introduction A) The Adverse Weather Plan is designed to incorporate all areas of comprehensive emergency management mitigation/prevention, preparedness, response, and recovery. The plan is flexible in that part or all of the plan may be activated based on the specific emergency and decisions by University senior leadership. B) The Director, Campus Emergency Preparedness and Planning, will spearhead the development, coordination, and revision of the plan. 2.2 Objectives A) The plan s critical objectives are: 1) Preservation of life. 2) Protection of the university s physical assets 3) Return to normal academic and business operations. B) Additional objectives: 1) Provide strong leadership and effective management. 2) Ensure a quick response to a severe weather event. 3) Implement the National Incident Command System (NIMS). (i) Require all applicable personnel be trained on NIMS requirements. 4) Develop and maintain mutual aid agreements with local agencies, as needed. 5) Partner with local, state, and federal agencies and appropriate private sector organizations. 6) Develop and implement an effective communications process for internal and external stakeholders. 7) Educate stakeholders on prevention and preparedness recommendations, as applicable. 8) Periodically, exercise the plan to ensure its effectiveness and change as needed. 2.3 Plan Operation A) The Senior Director of Environmental Health and Public Safety or representative will reference the plan to prepare the campus for severe weather (see attachments 2 & 3) or when a severe weather event occurs that significantly impacts the University. The Senior Director or representative also serves as the Emergency Operations Center (EOC) Director. B) The plan may be implemented after consultation with external partners to include National Weather Service, Tippecanoe County Emergency 6
Management Agency and Indiana Department of Homeland Security. Plan considerations: (i) Activate the EOC, as needed. (ii) Work with Marketing & Media (M&M) personnel to activate their Crisis Communication Plan when needed and release information on possible & actual significant severe weather events. (See Section 5.0) (iii) Maintain frequent communication and coordination with key local and state partners (e.g., Tippecanoe County Emergency Management Agency, local law enforcement agencies etc.) (iv) Provide regular updates and/or operational recommendations to the Purdue Executive Leader Policy Group (ELPG). 2.4 Emergency Operations Center (EOC) A) The purpose of the EOC is to serve as the single focal point for the management of information, decision-making, and resource support and allocation in an emergency and recovery process and sharing of this information with the University President, or designee(s). The primary functions of the EOC are to: 1) Provide support to the emergency site Incident Commander, if applicable. 2) Advise the ELPG and/or determine policy direction as needed, especially with regard to ongoing operations of the campus. 3) Provide resources needed by the campus. 4) Provide one voice in communicating emergency information to the public (normally, Marketing & Media personnel fill this role; if needed, the external call center vendor, currently FEI, will assist). B) EOC Activation: When a severe weather emergency occurs, the Senior Director Environmental Health & Public Safety, or representative, will determine if the EOC is to be activated and, if activated, which positions will be staffed for the emergency response. Refer to the EOC Handbook (IEMP attachment 5) for specific procedures. 7
Section 3: Assignment of Responsibilities 3.1 Emergency Preparedness Office A) Emergency Preparedness (EP) Office personnel will monitor the weather throughout the year and provide the Senior Director, and others, periodic updates. B) EP Office personnel will send out a weekly email (normally on Monday) that provides key individuals the Major Events list and a weather forecast for the week. (See attachment 1). 1) The Major Events list is designed to capture information primarily on large outdoor events. The list provides key personnel with situational awareness of events that may be impacted by severe weather. (i) EP personnel will send out email updates as the event date nears, as necessary due to incoming severe weather. C) During Indiana Severe Weather Preparedness Week, EP personnel will conduct a Voluntary Tornado Warning Drill for the entire campus. D) EP personnel will conduct a voluntary drill during the annual state-wide Great Central US Shake Out drill. E) The EP Office supports Purdue s educational mission through its engaged and sustainable partnership with the Purdue University Meteorological Association (PUMA) under the direct supervision of Dr. Mike Baldwin. 1) This partnership has resulted in increased weather forecasting accuracy and contingency planning, while providing the students a real-world application of their skills. (i) Examples of this partnership in action include: (a) Inclusion of highly accurate localized weather forecasts for Event Action Plans (b) Risk and Impact analysis of weather threats (c) Real-time severe weather monitoring during incidents and planned events (d) Weather education and threat briefings 3.2 Senior Director, Environmental Health & Public Safety A) Distribute the Severe Weather-Tornadoes & Thunderstorms letter in early March (see attachment 2). B) Distribute the Adverse Winter Weather Procedures and Announcements letter to the campus community in November (see attachment 3). 8
C) When severe weather is forecasted to impact the University, directs EP personnel to fill out the Adverse Weather Planning Considerations Checklist in order to brief senior leadership, as needed (see attachment 4). D) Will activate the EOC when a significant weather event impacts the University. 1) Request additional departmental personnel, as needed by the specific event. 2) Reference the Tippecanoe County Travel Advisory Ordinance 2011, as needed: https://www.tippecanoe.in.gov/454/emergency-management- Agency-TEMA 3) Based on the University s Adverse Weather Policy http://www.purdue.edu/policies/facilities-safety/iva6.html, provide ELPG a recommendation to delay, dismiss, or cancel classes and/or routine operations for the West Lafayette campus, as required by the specific event. The final decision to delay, dismiss or cancel classes and/or routine operations for the West Lafayette campus rests with the President, or his designee(s). 3.3 Marketing and Media A) Increase awareness of importance of severe weather preparedness. B) Share information as to where information regarding class cancellations will be posted. C) Develop and distribute press releases with regard to weather cancellations. This includes updating social media (Twitter, Facebook and www.purdue.edu (campus home page) and www.purdue.edu/ea (campus status page). D) Marketing & Media representative will report to designated EOC upon request from Senior Director, Environmental Health and Public Safety or representative. 9
Section 4: Direction, Control, and Coordination 4.1 National Incident Management System A) Purdue University has adopted the National Incident Management System (NIMS) which includes the Incident Command System (ICS) a standardized, on-scene, all-hazard incident and resource management concept. NIMS is a comprehensive, national approach to incident management that is applicable to all jurisdictional levels and across functional disciplines. The intent of NIMS is to be applicable across a full spectrum of potential incidents and hazard scenarios, regardless of size or complexity. B) NIMS is designed to improve coordination and cooperation between public and private entities emergencies of any size. Response actions will be based on the ICS. All Purdue First Responders comply with NIMS training requirements. 4.2 Incident Command System Purdue University A) The Incident Command System structure should be used for a severe weather event. 10
Section 5: Communication During and After the Emergency 5.2 The primary objective is to provide timely and accurate information to the university s stakeholders in in response to a severe weather emergency. Marketing and Media will implement their crisis communications plan to ensure this objective is met. 5.3 Communication goals: A) Identify personnel with communications responsibilities, and develop lines of response and contingency plans. B) Identify communications approval processes. C) Provide information about the university s Adverse Weather Plan, and advise stakeholders where to find information. D) Ensure stakeholders have access to accurate and timely information to respond appropriately. E) Speak with one voice, through internal publications, designated media spokespersons and official Purdue websites. F) Develop and/or implement crisis communications plan. 5.4 Purdue ALERT A) Purdue ALERT is the University s multi-layered emergency warning notification program. There is no way to reach everyone instantly with a single message or system. The objective is to balance the need to provide warnings as quickly as possible with the need to ensure accuracy and provide helpful safety instructions to our campus community. Purdue ALERT may be used to keep the stakeholders informed of a severe weather emergency. B) Multiple communication systems and processes make up Purdue ALERT. Activation of all or part of the overall warning notification system will be determined by the Incident Commander and senior EHPS leadership, as time permits. C) The Purdue ALERT Emergency Warning Notification Plan (IEMP attachment 6) provides detailed information on activation protocols and concept of operations. 11
Attachment 1 12
Attachment 2 13
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Attachment 3 15
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Attachment 4 Adverse Weather Planning Considerations Checklist This checklist provides six options to consider after Purdue University experiences inclement weather. Additionally, contact information and resources are listed that may be useful in determining a proper course of action. TEMPERATURE WIND CHILL PRECIPITATION ROAD CONDITIONS (Tippecanoe County Travel Status) OTHER COMMENTS CURRENT CONDITIONS OPTIONS for Campus Operations #1. NORMAL OPERATIONS Although we have experienced a winter weather event, critical areas have been cleared and conditions are sufficiently safe for classes and operations to proceed as per normal schedules and operational practices. 17
#2. CLASS DELAY (TOMORROW) #3. CLASS & OPERATIONAL DELAY (TOMORROW) #4. CLASS CANCELATION (TODAY) #5. CLASS CANCELATION & SUSPENSION OF ALL NONESSENTIAL OPERATIONS (TODAY) #6. CLASSES NOT IN SESSION & SUSPENSION OF ALL NONESSENTIAL OPERATIONS (TODAY) Based upon forecasted conditions and certainty of a winter weather event, classes will not begin until 10:00 a.m. tomorrow. Classes with a scheduled start time prior to 10:00 a.m. are canceled. All staff who can safely report to work according to their normal schedule should do so. An update on the status of classes and operations will be provided no later than 05:30 a.m. tomorrow. Based upon forecasted conditions and the certainty of a winter weather event, classes and nonessential campus operations will not begin until 10:00 a.m. tomorrow. Classes with a scheduled start time prior to 10:00 a.m. are canceled and all staff who are not designated as essential needn t report to work until 10:00 a.m. All essential personnel should follow established procedures. An update on the status of classes and operations will be provided no later than 05:30 a.m. tomorrow. Due to adverse weather conditions that may threaten the safety of students traveling to and from class, all of today s classes are canceled. Other operations of the university will continue in normal status Due to adverse weather conditions, all of today s classes are cancelled. Nonessential personnel should not report to work. Essential personnel should follow established procedures. Due to adverse weather conditions on and near campus, nonessential personnel should not report to work. Essential personnel should follow established procedures. CONTACT INFORMATION Mike Cline Carol Shelby Ryan Gallagher Cell: Cell Cell: 18
Gina Delsanto Alan Plunkett Purdue Dispatch Center National Weather Service Forecaster Emergency Conference Bridge Procedure Call in number Cell: Cell: 765-494-8221 317-856-0368 or 800-499-2133. 1. CALL: 48211 or (765) 494-8211 if outside Purdue University. 2. System is activated when the first person dials the number. 3. First caller will hear constant ringing. 4. Second caller opens the bridge for conversation. 5. A different tone is heard when someone joins or exits. RESOURCE INFORMATION County Travel Advisory Status Map NWS Hazardous Weather Outlook links WeatherBug Accuweather Intellicast http://www.in.gov/dhs/traveladvisory/ http://forecast.weather.gov/product.php?site=ind&product=hwo&issuedby=ind http://weather.weatherbug.com/in/west%20lafayette-weather.html http://www.accuweather.com/en/us/west-lafayette-in/47906/weatherforecast/2135952 http://www.intellicast.com/local/weather.aspx?location=usin0707 19
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